Hello Ecolog, A few weeks ago I asked for suggestions regarding sample tracking software (the original message is below). The majority of the responses that I received were from others asking me to share the information that I found, so it seems that this is a common problem. I've included the two responses below that were not from others seeking the same information. Basically, it seems that an Access database is how most people deal with this, and that barcodes can help to expediate data entry. There are also freelancers who can help to develop a system / database to help manage samples.
My current plan is develop an Access database and use visual basic codes to speed up some of the repetitive tasks. Part of my job is to learn about Access and VB because we rely heavily on them, so I won't be hiring a freelancer yet. The nice thing about an Access database is that I can use it for everything from scheduling the samplers to making mailing labels, as well as dealing with all of the sample data. I'm planning to leave options open for potentially incorporating barcodes at some point, although I haven't decided between the older barcodes or the newer QR codes (the square ones). The nice thing about QR codes is that they can incorporate a lot of data and if samplers have smart phones this might be a quick way for them to tell me what they are shipping. The barcodes are not a priority yet though, I'd like to figure out the system first, but if anyone has any experience using QR codes for sample tracking, I'd be interested to hear about how it went. I'm also hoping to get a label printer as the labels they print tend to be very durable and waterproof, although I'm not sure how easily I can incorporate it into my system. After some reflection, I've realized that my needs are not all that different from a small retail business, and there are several Access templates available for this purpose online, so I will start by exploring some of the available templates. I also plan to speak with sales reps for the company that sells us our sample vials, and see if they know of any sample tracking software that might be helpful. If anyone is interested in how this project progresses, let me know and I will update you as it develops. Thanks again for your time. Erica Jenkins Sampling Coordinator Pacific Salmon Commission Vancouver, BC Here are the responses that offered suggestions: *Response 1:* Dear Erica, Hopefully, you received a flood of off-list suggestions for awesome sample tracking freeware. If not, you might want to consider hiring a freelancer to develop something tailored to you (even if it is just an Access database). There are lots of websites that try to make it easy to find and hire freelancers (reviewed at http://www.ddiy.co/freelance-websites/). I have firsthand experience with one of those sites, oDesk (http://www.odesk.com), and can attest to the abundance of cheap labor. You should be able to find someone who can create an affordable solution to improve your workflow. Travis Response 2: Hi Erica. This may not be exactly what you're looking for, but it worked well for us on a large grizzly bear DNA project, and has since been adopted by pretty much every similar project in the area. Quick summary: I developed a system with barcodes to track samples and eliminate transcription/data entry errors. It was very successful, and easy to do with Access (etc). Here's a document that covers most of what we developed. If you have questions, just give me a shout. Jeff (if anyone wants to see the document, I can forward your request to Jeff). *Original message:* Hello Ecolog, I am currently trying to revamp a sample tracking program. I'd like to streamline the whole system; everything from coming up with the sample codes and pre-labelling vials, to keeping track of where samples are and matching up data after samples are analyzed. Right now I'm using an Excel spreadsheet for tracking and Word for printing labels sheet by sheet, but I'm sure there's a more efficient way. The samples I'm collecting are salmon scales and DNA, and the scales and DNA are analyzed in separate locations, and then the data is matched. To give you an idea, I am dealing with between 15,000 and 60,000 samples in a short time period, 2 or 3 months. Batches of sampling kits are prepared for each sampling location (approx 30 different locations) before the season begins. Currently each location has a different code, and every sample collected has a unique number. Along with other data, I need to know where sample vials are at any given time and their status (used or not), and keep track of the dates when they are prepared, used, sent, recieved, and analyzed. I'm looking for suggestions on sample tracking software, and possibly labelling equipment, that might make this process more efficient. I'm considering creating an Access database, but I thought I would investigate other options that might already be available, as I'm sure many of you deal with similar challenges. Does anyone know of any freeware that might work for this process? Has anyone else found any efficient and cost-effective options? Any advice or suggestions would be very much appreciated. Thanks so much for your time!
